(I) College of DuPage Human Resources Position Description Questionnaire .XI Director, Finance - COD Foundation Proposed Job Title: Resource Development Of?ce I College of DuPage Foundation Department: .. Karen Kuhn Supervisor Name: Assistant Vice President, Resource Development Associate Executive Director - Foundation Supervisor Title: Karen Kuhn 10/7/2015 Prepared by: Date Prepared: is this position allocated In the current FY budget? Yes 0 No (9 Position to be paid by COD Foundation Additional comments: (For example: Why are you adding this position to your department? is this simiiar in responsibility to another position? Do you have an existing employee in mind to this position?) Currently the Foundation is utilizing 25% of the Manager of Accounts Receivable time to handle Foundation business. This allocation of time has proven to be not enough and at this point in the Foundation's history the Foundation Board of Directors determined that it would best serve the mission of the Foundation If this position was fully funded (salary and bene?ts) by the Foundation to further ensure that all ?nancial matters related to the Foundation remain separate from the college. 1 of 5 Position Description Questionnaire (continued) 1. Position Purpose: State briefly (one or two sentences) the principal purpose or function of this position and the major objective of this position (why the major function is performed). The principal function of this job Is to: The College of Du Page Foundation Director of Finance is responsible for ensuring organizational effectiveness by providing leadership for the Foundation's ?nance functions. This is done in order to: To insure that donor funds and investment income are managed appropriately and in accordance to the Foundation's gift acceptance policy. spending policy and letters of intent between donors and the Foundation. 2. Work Direction a. From whom will this position receive work direction? Job Titiefs) Executive Director of the Foundation and the Treasurer of the Foundation b. How frequently will assignments and instructions typically be given? on?going El Hourly Cl Daily Weekly El Cl Quarterly Cl Annually How will instructions be given? (9.9., verbal. written, detailed, general) Verbal, written, detailed and general 0. Who will this employee go to if they have a question about the work? Job Titie(s) Executive Director, Associate Executive Director, Treasurer and/or Audit Committee Chair d. Who will review and approve the work in progress? Who will review the work once it is completed? Job TTtiefs) Executive Director the Foundation Board (Treasurer and Audit Committee) How often will work be reviewed? and quarterly e. Will this position supervise or act as a group leader? Cl Yes No Number of Staff Supervised Types of Staff Supervised Full-Time Regular Part-Time StudentsNolunteers 2 of 5 HH-13-14167f10l13) Position Description Questionnaire (continued) Plan and schedule work 13 Assign work Instruct and train in work methods and procedures Check and approve work Make recommendation regarding unsatisfactory performance Type of Supervision Exercised Ci Conduct performance evaluations 3. Responsibility and Decision Making Authority Cl Make hiring recommendations Cl Make final hiring decisions Ci Recommend termination Ci Other: Cl Other: l3 Other: a. What kind of decisions will this employee have the authority to make? {For example: making travel arrangements. choosing correct form or procedure to use, format for documents. etc.) This position will have authority to choose and utilize the correct forms and procedure and will empowered to enhance current procedures and suggest new policies as it relates to the budgets. ?nances and and to take action on investment and ?nancial accounts when tasked or by recommendation of the Foundation Board. b. What kind of decisions or problems will this employee refer to the supervisor? (For example: scheduling. personnel conflicts. handling irate students, handling peOple who don't accept policies or procedures, etc.) Issues in regards to the disbursement of funds. investments. donor intent clari?cations. audit clari?cation/decisions. 4. Key Contacts Often employees must go to sources to accomplish tasks such as gathering information. obtaining advice. or coordinating activities. These sources are considered key contacts and can occur inside or outside the college. Please list the most significant contacts this employee has within or outside the College. Also, describe approximately how often they occur and the purpose of such contact. Consider only contacts other than the supervisor or peers. Contacts may be Individuals (by title). or groups (task force. committees. councils, etc). Inside College Contact Frequency Purpose Exacutive Director. Foundation regular supervisor Assistant Executive Director. Foundation regular planning. advisement and strategy Financial Aid Of?ce regular distribution of scholarship funds Ellen McGowan. MAC quarterly distribution of program funds Various Deans bi-annuai fund status and distribution of program funds Outside College Contact Frequency Purpose College of DuPage Foundation Board regular Up to date information regarding financial status of the college Mimbers so Schneider regular Regarding investment accounts Audit Firm 1 - 2 times per Regarding Foundation Audit year Donors regular To inform on use of funds donated sols Position Description Questionnaire (continued) 5. Principal Challenges Describe the nature and variety of the most typical and most complex problems this employee may face in this position. a. Typical problems: Changing priorities given the nature of working with a volunteer board of directors, which will result in the need for immediate action. b. Most complex problems: This position must be able to thrive with minimal supervision. due to the fast-paced/multi-faceted nature of the Foundation. This individual must be able to discern what information is needed and to think critically and strategically to benefit the work of the Foundation. 6. Quantitative Data Provide quantitative data. specifically applicable to the position. that best describes the effect on the college's operations. This data may Include unlt measures (number of students contacted). types and numbers of reports produced (reports generated. forms processed). complaints resolved. or any other specific number measures. n/a If this employee manages a budget: 3.177.000.00 Total Operating Budget is or Ci not applicable Total Number of People Supervised or not 7. Special Projects and Additional Information List any information not included in the previous response that is important to know about the position. This may include special projects or analysis. If so. describe the nature of the project. the role in this project. the frequency of the project and the major expected results. Please note this position manages the net assets ofthe Foundation which is currently $15 million dollars. Foundation Budget for FY16 - $3,177,000 ?at 5 Hid-1344167110113) Position Description Questionnaire (continued) a. what do you consider the most imponani aspect at this position? Primary oversightaiihe Foundation's budget, accuracy or the Foundation's finsnci'ai reports and data Prepares ansiysis of key financlai indicainrs and is responsible ior quansiiy updaias uideparimerlial spending iomcasis. 9, What are the other aspects you consider Important tn this position? Responsible tor intenace Will'l outside auditors and preparation or all financial statements and iootnotes. Assembles supporting documentation tor audii requirements Provides inlormation ior the completion or the Form 990 and other annual rinancial repons. to. what do you consider the moat impunam cueiilicatione at an empiuyes in this cosition7 a BA. in Business and 740 years or experience in Finance rcra NFO, strong understanding or and Fund Accounting, particularly investment and endowment accounting requirements 11. What do you consider tne minimum training, recommended education and recommended exponenoe requirements tor this position? a SaraA in Business 7-10 years or experience 12. Add any additional iriiormation that Wili provide a more complete picture at this position. Please see attached jab description . Piease note that this position will be funded by the College of DuPage Foundation pervisor's Ap raval Area Administrator Signature Date ie/zz/is Senicwanagerit ent Signature Date Please attach a current department organizational chart and camp/ate a Job Description Temp/ate. The Job Description Temp/ale is available on the Employee Portal/Farms Library/Human Resources. 511i! Na ieimiitmsi Im uvwmx-r B'l' College of DuPage Foundation Director, Finance Description: The College of DuPage Foundation is seeking a Director of Finance who is responsible for ensuring organizational effectiveness by providing leadership for the Foundation?s finance functions. This position is also the primary interface for the Foundation?s audit firm and interacts with the Finance and Audit Committees of the Foundation Board of Directors. Responsibilities: 0 Has primary oversight of the Foundation's budget. Responsible for accuracy of the Foundation?s financial reports and data. Prepares analysis of key financial indicators and is responsible for quarterly updates of departmental spending forecasts. Provides clear information to Executive Director regarding spending. Prepares report to Board of Directors including narrative on financial - Oversees the management of all accounting functions," including revenue accounting, and accounts payable. Oversees the cempletion of banking activity and prepares cash flow forecast for the Foundation. - Works collaboratively with Foundation team members to determine appropriate accounting procedures for Foundation transactions. Proactively identi?es new/changed transactions and works with program fund liaisons to ensure that affected funds Understand how these transactions will be re?ected in their quarterly reports. Evaluates accounting practices to determine cost/bene?t of work processes and identifies ways to streamline or automate processes. - Provides analysis on the Foundation?s earned income streams and programmatic areas, including analysis of pro?tability. - Identifies areas for unproved cost management and works with the Executive Director or Assistant Executive Director to implement cost reduction opportunities. 0 Implements inventory program for Foundation-owned non-cash assets, and works with appropriate departments to ensure proper tracking of locationfownership of those assets. - Works with Advancement Services to ensure pledge tracking and reminders are completed on a timely basis and that write-offs recommendations are voted upon by the finance committee on an annual basis. - Works with the Office of Financial Aid to ensure the appropriate distribution of scholarship awards. - Responsible for interface with outside auditors and preparation of all financial statements and footnotes. Assembles supporting documentation for audit requirements. Provides information for the completion of the Form 990 and other annual financial reports. 0 Ensures accounting for Foundation?s activities is in accordance with GAAP and implements new accounting and reporting requirements as necessary. - Ensures the compliance with federal and state tax reporting requirements, insurance reports and that other governmental regulatory requirements are met. - Pxepares on (he stamv of all and reconciles all campaign :xpendllures lo cash lield - Walks to clone and Llpdale Long Range Financial Plan. Longelege model and updates model annually for changes in - Completes inveennenl lmnsilchum and prepares of investment accounts on :l basis Identifies lssucs tn he addraswd adviser/manager, . Recommends nnil implenienu fiscal policies and procedures cunsislem with Fuundnuon xequiremenls. . Maintains an awareness of mduslry nands and :ldvanccs in the markelplnee and - Acts as the Foundnlion Stuff Laud with the Audit and Finance of the Board - 1n Meenng. - Attends quaiteily Foundation Board . othei duties a: raquesled Skills Knowledge: . A inBusiness; MBA preren-cd - 7710 years in accountings - Experience in coordination of audit budgcl and financial analysia Strung understanding ol GAAP and Fund Accennting,pni1icnlaily inveslntent and endowment accounting requirement: - Keen and solving skills - Sirong interpersonal skills and clfeclin: wniten and vcrbal cammunlcatlnn skill: - Experience in a nun-profit prafened